Administrative Assistant

5 months ago

Winnipeg, Canada Insurance Council of Manitoba Full time

**Insurance Council of Manitoba**

**Administrative Assistant**
**(Full-time 15-month Term Position - **_**with the possibility of an extension**_**)**

The Insurance Council of Manitoba recognizes the importance of building an exemplary public service reflective of the citizens it serves, where diverse abilities, backgrounds, cultures, identities, languages and perspectives drives a high standard of service and innovation. The Insurance Council of Manitoba supports equitable employment practices and promotes representation of designated groups (women, Indigenous people, persons with disabilities, visible minorities). Applicants may request reasonable accommodation related to the materials or activities used throughout the selection process.

**, REPORTING and SALARY**

This position provides administrative support to the Office Manager and minor clerical duties for the licensing department supporting the Director of Licensing.

Reporting: Hybrid report to the Office Manager and Director, Licensing

Compensation range: $20.00/hour - $22.50/hour

**Hours**:Monday - Friday 8:30am - 4:30pm (1 hour lunch)
**Location**: 466 - 167 Lombard Avenue, Winnipeg, MB R3B 0T6
**Hybrid Work Environment available following probationary period**

**SKILL REQUIREMENTS**
- Extremely punctual, dependable, and friendly disposition
- Strong communication skills, both verbal and written
- Customer service experience
- Pays great attention to detail and accuracy; well organized
- Ability to multi-task without derailing concentration on any specific task
- Excellent typing skills
- Function independently with mínimal supervision, also as part of a team
- Able to maintain strict confidentiality

**RESPONSIBILITIES**

**Provide administrative support to the Office Manager**:
1. Website - Update changes to the website.
2. Mass Communications - Facilitate mass communication.
3. Invoices - Verification of invoices including mailing and delivery of all bill payments.
4. Office Safety and Security - Assist the Officer Manager with the appropriate evacuation procedures in the event of an emergency; Observe and report any security issues to the Office Manager.
5. Telephone System - Coordinate with the Office Manager on maintenance of the system.
6. Annual Report - Provide support to the Office Manager for completion of the annual report and other reports as required.
7. Archiving and Other Duties - Maintains all the offsite archive files; performs other duties as required.

**Provide Support for Council Meetings**:
1. Canvassing Industry Councils - canvass for Council meetings and other special events; track meeting attendance; and maintain all meetings within the shared calendar.
2. Meeting Room Setup - Prepare boardroom for meetings, including set-up and clean-up.
3. Council Contact List - Update the Council members contact list.

**Provide support to the Manager/Director of Licensing**:
1. Prepare Terminations - Analyze and process licence terminations.
2. Prepare Upgrades - Complete upgrade requests.

**Provide relief and coverage, and exceptional customer service**:
1. ICM Office - Maintain professional appearance of the ICM office, including front reception, boardroom, and server room.
2. In Person Communication - Effectively and professionally greet and communicate with all visitors to the office.
4. Relief and Coverage - Provide relief to Receptionist/Examination Coordinator in their absence.

**Perform Office Duties**:
1. Mail & Courier - Administer and manage inbound/outbound mail.
2. Kitchen Area - Maintains the kitchen in a safe, tidy and presentable manner.
3. Office Supplies - Monitor office supplies inventory.
4. Filing and Maintenance of File Room - Responsible for all filing; maintain all filing systems containing highly confidential materials.
5. Resource Room - Maintains the resource room in a safe, tidy and presentable manner; ensuring copier is fully stocked with paper.
6. Other Duties - Perform other duties at the direction of the Manager/Director.

**EDUCATION AND KNOWLEDGE REQUIREMENTS**
- High School diploma supplemented with post-secondary education
- 1 - 2 years’ experience in a professional office environment
- Proficient with a PC Computer system
- Proficient in MS Office; Excel, Word, Outlook and Power Point
- Working knowledge of proprietary office systems
- Working knowledge of common use office equipment
- A basic working knowledge of the Insurance Act and regulations is considered an asset
- Preference to persons who have worked in a regulatory environment involving consumer protection

**SPECIAL REQUIREMENTS**
- Must pass a criminal record check and be legally entitled to work in Canada

**Job Types**: Full-time, Fixed term contract
Contract length: 15 months

**Salary**: $20.00-$22.50 per hour

**Benefits**:

- Flexible schedule
- Work from home

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Ability to commute/relocate:

- Winnipeg, MB R

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